Vendor Relations Manager

W Services Group represents a team of subject matter experts in cleaning, construction, and emergency response services. Our quality focused employees and contract partners successfully develop, implement, and manage projects and programs for multi-site groups across North America. We have earned a reputation of being a high value provider and are best known for truly partnering with our clients in a highly collaborative environment. This level of partnership yields real solutions and best supports our clients’ brand image.

Our structure is designed around our clients and is focused on being highly collaborative through market teams across all departments. Our personnel are empowered to make decisions and resolve issues in order to achieve a high level of client satisfaction in a rapidly changing environment.

Partner with W Services to experience the difference and the new standard of clean. We are founded on the principles of a family business environment where the standard is to care, listen, respect, and trust one another.

 We are always looking for talented, enthusiastic people to join our team. We believe the successful growth of our company depends on the teamwork and commitment of our employees to deliver the best service and value for our customers.

About the Role:

The Vendor Relations Manager will support Director Contractor Relations with managing the Contractor Relations department and overseeing the daily workload of the Contractor Relations representatives and the procurement of top-quality contract partners. 

 PRIMARY RESPONSIBILITIES

 Manage and Drive all Contractor Relations Daily Activities: 

• Monitor existing vendor database to ensure we have adequate resources to meet current staffing needs.
• Recruitment of potential contractor partners via various methods: search engines, job boards and postings, additional communication with existing contractors, etc. 
• Prequalify potential contractor partners, through verbal conversations regarding W Services Questionnaire, scopes of work and industry knowledge to see if they will be a good fit to partner with.
• Review and negotiate verbally and in writing with Contractor Partners on W Services contractor partner agreement, specifications for the work you are offering, payout details, uniform, IVR, chemical and equipment requirements, etc.
• Review verbally and in writing to the contractor W Services invoice requirements, and specific billing requirements based on W Services internal protocols.
• Address contractor partner concerns and complaints.
• Update vendor prospect section in proprietary system for every potential contractor you reach out to. 
• Daily management and updating of assigned RTS and campaigns, as this is a catalog of everything you are working on.
• Update proprietary system with any contractor, payout, or schedule changes. Information must then be sent out via a change form to the assigned W Services Service Representative. 
• Keep vendor notes updated via Waves with details on important conversations, removal of a location or locations, challenges the vendor may be having with the store or other W Services Representatives, etc.

 Strategy & Planning

• Work with your internal W Services Market Team/CED’s to address any and all opportunities within the market on the weekly market call as well as in between if needed. Including assisting to obtain service dates from contractors, discussions on poor performance, hot escalation items, potential new business or the potential of a loss or reduction in business.
• Resolve any invoice discrepancies with your contractor partner (to ensure they are paid timely and correctly), as needed. 
• Assist W Services Accounting Team to obtain sign off’s and invoices from contractor partners that are late turning in required paperwork. 
• Comprehensively review the daily Unassigned and Open Campaign reports, along with the Margin % report, to assist in determining where your priorities should be focused. 
• Participate in meetings as needed, including daily contractor relations call.

Leadership and Management

• Train, mentor, and assist with the management of other supervisory and management roles within the department
• Delegate and assign workload to staff as business needs fluctuate.  
• Oversees the management of KPI’s for dept reps he/she directly oversees as well as those in management positions under him/her.
• Strengthen vendor base lines in all markets that are identified where more presence is required.
• Collaborate with the Director to train new hires on dept day to day as well as market specific needs.

 ADDITIONAL RESPONSIBILITIES

• Special projects may be given on occasion from management 

 KNOWLEDGE AND SKILL REQUIREMENTS

• 3 plus years of experience in vendor sourcing and management
• 3 plus years of experience in facility maintenance or janitorial industry
• 3 plus years of management experience
• Experience with MS Word, Excel & Outlook
• Able to work independently and be detail-oriented 
• Must be a team player and have a positive demeanor (enthusiastic)
• Must have excellent communication, organizational skills and decision-making skills
• Able to work under a demanding and busy work environment 
• Consistent email management is required
• Phone communication is heavy and the position requires the individual to be comfortable with all types of verbal discussions and negotiations.